IR In A Minute, no. 1 What is an IR? Institutional repositories (IRs) are online databases that hold and preserve, in digital format, the scholarly output of institutions, particularly research institutions, and make that output freely available. The University of Texas Digital Repository (UT Digital Repository) uses DSpace, open-source software, to let users deposit, catalog, search, and retrieve this scholarly output. Users will be able to find all materials in the Repository via Google searches. Want to know more? Please see: • a formal definition of institutional repository • the UT iSchool's IR • IRs listed in the Directory of Open Access Repositories Questions? Comments? Submit anonymously on the Project IRI feedback form. Next week's topic: "Why is the library doing this?" IR In A Minute is a weekly publication of the IR Bridge Group, to inform UT Libraries staff on the UT Digital Repository implementation project. IR In a Minute, no. 2 Why is the library doing this? Perhaps Clifford Lynch put it best when he asserted that "a university-based institutional repository is a set of services that a university offers to the members of its community for the management and dissemination of digital materials created by the institution. " 1 That may sound all well and good, but why is the LIBRARY and not ITS doing it? Read on: Lynch goes on to say that an IR "is most essentially an organizational commitment to the stewardship of these digital materials, including long-term preservation where appropriate, as well as organization and access or distribution." Sound familiar? Libraries' long-standing role on campus has evolved to encompass stewardship over digital materials. An IR is a means to provide this stewardship, i.e. preservation and open access, while increasing the visibility and citation impact of UT Austin's scholarship and research. Want to know more? Please see: • Charles W. Bailey, Jr. (2008). Institutional Repositories, Tout de Suite, an excellent primer and list of resources on IRs Questions? Comments? Submit anonymously on the Project IRI feedback form. Next week's topic: "Who can submit?" [1] Clifford A. Lynch, "Institutional Repositories: Essential Infrastructure for Scholarship in the Digital Age," ARL: A B;monthly Report on Research Library Issues and Actions from ARL, CNI, and SPARC, no. 226 (2003). IR in a Minute is a weekly publication of the IR Bridge Group, to inform UT Libraries staff on the UT institutional repository implementation project. IR In a Minute, no. 3 Who can submit items to the IR? The UT Digital Repository is open to research and scholarship submitted by UT Austin faculty, staff, and students. Students or student groups wishing to place works in the Repository must be sponsored by a faculty member. UT submitters need authorization from a Repository administrator in order to submit works. Works submitted to the Repository must already be in digital format, and some restrictions apply. The appropriate Repository administrators will review each submission and communicate with submitters as needed. Want to know more? Please see the current Submission and Withdrawal Policy. Questions? Comments? Submit anonymously on the Project IRI feedback form. Next week's topic: "What kinds of material can be submitted?" IR in a Minute is a weekly publication of the IR Bridge Group, to inform UT Libraries staff on the UT Digital Repository implementation project. IR In a Minute, no. 4 What kinds of material can be submitted? UT scholars can submit most forms of digital materials-text, images, video, or audio files-to the UT Digital Repository. Examples include preprints and postprints, conference papers, research datasets, dissertations, images (visual arts, scientific, etc.), musical scores, digitized library materials, technical reports, or working papers. The curator(s) of each collection will determine what constitutes appropriate material and review the submitted works. In general: The work must be scholarly, educational, or research-oriented. The work must be a permanent contribution to the repository. The work must be in digital form. The work must be ready for public dissemination. The author I copyright owner must be able to grant the right to preserve and distribute the work via the UT Digital Repository. Want to know more? Please see What kind of content does DSpace support? Questions? Comments? Submit anonymously on the Project IRI feedback form. Next week's topic: "Who can view materials in the IR?" IR in a Minute is a weekly publication of the IR Bridge Group, to inform UT Libraries staff on the UT Digital Repository implementation project. IR In a Minute, no. 5 Who can view works in the IR? It depends. A collection's Curator, with input from the submitter, will determine who can view a work. 90% of the time all users will view a work; this is the UT Digital Repository's default access. The types of access supported by the Repository's software are: • All users can access the work (default). • All users can access the work after a designated embargo period. This option is specifically for electronic theses and dissertations with intellectual property issues. • UT EID only access to the work. • Password only access to the work. For example, an older dissertation with proprietary data will be restricted to users with valid UT EIDs. However, even if the work itself is restricted, all users can view the information about the work (the metadata). Want to know more? Please see the current Collections Policy. Questions? Comments? Submit anonymously on the Project IRI feedback form. Next week's topic: "When can people start submitting to the IR?" IR in a Minute is a weekly publication of the IR Bridge Group, to inform UT Libraries staff on the UT institutional repository implementation project. IR In a Minute., no. 6 When can I start submitting works to the IR? Calendar-wise: The UT Digital Repository will be open for scholarly submissions from UT Austin faculty, staff, and students the first week of September. Logistics-wise: You can submit when ... • your work is in a ready-for-dissemination version. • your work is in a digital format. • you have identified the appropriate collection for the work. • you have authorization from a curator to submit to a collection. • you have confirmed you can grant non-exclusive distribution and preservation rights for your work. In the future there may be exceptions to contacting and obtaining authorization from a curator, for example faculty and staff with valid EIDs may be able to submit directly into the "UT Faculty I Researcher Works" Collection. Want to know more? Please see the UT Digital Repository Submission and Withdrawal Policy the UT Digital Repository Copyright and Licensing Policy Questions? Comments? Submit anonymously on the Project IRI feedback form. Next week's topic: "See a sample submission." IR In a Minute is a weekly publication of the IR Bridge Group, to inform UT Libraries staff on the UT Digital Repository implementation project. See a sample submission. Once your works are ready to go, you'll find the process of submitting to the UT Digital Repository quick and easy. The submission form has step-by-step instructions. After you obtain authorization, the steps are ... • select a collection • grant a distribution license • upload your work • describe your work • review your submission • click Submit Want to know more? Please see a video of a sample submission (running time 00:03 :07; no sound; best viewed in Firefox) Questions? Comments? Submit anonymously on the Project lRI feedback form . Next week's topic: "Author's rights issues regarding IR submissions" IR in a Minute is a weekly publication of the lR Bridge Group, to inform UT Libraries staff on the UT Digital Repository implementation project. IR in a Minute, no. 8 Authors' rights issues regarding IR submissions Faculty, staff, and students own copyright in their scholarly work at UT. When submitting work to the Repository, the copyright owner retains copyright while granting non-exclusive rights to UT Austin, their departments, and the Texas Digital Library (TDL). During the submission process, submitters agree to a statement affirming their knowledge ofthe copyright status ofthe work. Questions to consider before submitting works: • What is the copyright status of the work? • More specifically, has it been previously published? And if so­ • Was copyright transferred to the publisher? • Were some rights retained by the author? Resources to help answer these questions: • Copies ofpublisher agreements signed by authors • SHERPA/RoMEO database of publishers' archive policies • Model publishing agreement addenda to establish authors' right to self-archive (e.g. SPARC Author Addendum Online , MIT's Amendment to Publication Agreement ) Want to know more? Please see • Copyright & Licensing Repository Policy with Submission License • Georgia Harper's Copyright Crash Course Questions? Comments? Submit anonymously on the Project lRI feedback form . Next week's topic: "How do I find stuff in the IR?" IR in a Minute is a weekly publication of the IR Bridge Group, to inform UT Libraries staff on the UT Digital Repository implementation project. How do I find works in the IR? For a basic search, enter keywords into the search box on the main page of the Repository. With the advanced search option, you can search specific fields, use Boolean operators, and sort search results. You can also browse all Repository content in various ways: Communities & Collections By Date Created Authors Titles Subjects Departments Or, you can run a Google search to find works in the Repository. Want to know more? Please see a video of a Repository search (running time 00:00:24; no sound; best viewed in Firefox) a video of a Google search (running time 00:00:39; no sound; best viewed in Firefox) Questions? Comments? Submit anonymously on the Project IRI feedback form . Next week's topic: "What are Communities & Collections?" IR in a Minute is a weekly publication of the IR Bridge Group, to inform UT Libraries staff on the UT Digital Repository implementation project. IR in a Minute, no. 10 What are communities and collections? The Repository uses DSpace software, which supports a simple hierarchical structure-community/collection. You can create sub-communities, but they function just like communities. Communities hold collections, and collections hold digital works. DSpace organizes content in collections to simplify the submission process and to provide flexibility for browsing works you're interested in. The Repository associates staff roles with communities and collections: UT Digital Repository staff role: IR Curator Community staff role: Community Administrator Collection staff role: Collection Curator Want to know more? Please see How DSpace works Communities and collections in the Repository Questions? Comments? Submit anonymously on the Project IRI feedback form. Next week's topic: "How is the Repository related to the Texas Digital Library?" IR in a Minute is a weekly publication of the IR Bridge Group, to inform UT Libraries staff on the UT Digital Repository implementation project. IR In a Minute no. 11 How is the Repository related to the Texas Digital Library? The Texas Digital Library (TDL) is a group of higher education institutions in Texas working together on infrastructure to support digital repository activities. UT Austin, along with Texas A&M, is a founding member. TDL helped UT Austin get experience working with DSpace/Manakin software, and provided a framework for our UT Digital Repository. When the Repository goes live in September, UT Austin will host the services and software, while TDL will provide the digital storage. Want to know more? Please see • TDL repositories • TDL organization chart Questions? Comments? Submit anonymously on the Project IRI feedback form. Next week's topic: "Where do tools for staff live?" IR in a Minute is a weekly publication of the IR Bridge Group, to inform UT Libraries staff on the UT Digital Repository implementation project. IR in a Minute, no. 12 Where do IR tools for library staff live? Tools you can point users to directly-like the FAQs, About the UTDR, the submission checklist, etc.-will be on the Repository web site. But IR education tools for library staff will live on the Project IRI web site, under IR Resources. Forthcoming tools will include an introductory brochure for faculty, a list of sites addressing IR topics, and links to copyright information. Also, the IR Bridge Group is developing templates-long-and short-form Powerpoint presentations and handouts-that will contain basic facts and language for discussing the Repository. Feel free to craft these tools to best address your users' concerns. The collection will keep growing as you share tools you create with your colleagues. Contact Amy, Jennifer, or Lexie to add your tool to the web site. Questions? Comments? Submit anonymously on the Project IRI feedback form. Next week's topic: 'What can staff say about the IR?" IR in a Minute is a weekly publication of the IR Bridge Group, to inform UT Libraries staff on the UT Digital Repository implementation project. IR in a Minute, no. 13 What can staff say about the IR? The UT Digital Repository will undergo a "soft rollout" on September 2nd. Since we're just starting out and already have work lined up for this fall, we're not actively promoting this new service. But you might be asked questions or have the opportunity to say something about it. So what can you say about the Repository to interested parties in the departments you support? A statement like this one (Sample Announcement or Response to an Inquiry), from the IR Resources page, will likely satisfy individual faculty members who want to submit works to the UT Faculty/Researcher Works Collection-which they can do anytime, once they have authorization from Uri Kolodney (utdr-collections@utlists.utexas.edu). More complex work, such as setting up a department-managed community, will need to be scheduled. Departments wanting this service may contact Amy Rushing at utdr-general@utlists.utexas.edu Questions? Comments? Submit anonymously on the Project IRI feedback form. IR in a Minute is a weekly publication of the IR Bridge Group, to inform UT Libraries staff on the UT Digital Repository implementation project. IR in a Minute, no. 14 Who may I contact for referrals? For questions not answered by the FAQs, please contact Amy Rushing at utdr­general@utlists.utexas.edu. For questions about established collections and authorizations, contact Uri Kolodney at utdr-collections@utlists.utexas.edu. For questions not answered by the copyright FAQs, contact Lexie Thompson­Young at utdr-copyright@utlists.utexas.edu. Questions? Comments? Submit anonymously on the Project IRI feedback form. This is the last IR in a Minute. The 14-issue series will be maintained on the Project IRI web site. Special thanks to Roxanne Bogucka, Melanie Cofield, Jill Emery, Jenifer Flaxbart, April Kessler, Susan Macicak, Dennis Trombatore, and Molly White for all the hard work that went into writing this series. IR in a Minute has been a weekly publication of the IR Bridge Group to inform UT Libraries staff on the UT Digital Repository implementation project.